Changes for page Add Staff Member

Last modified by David Stadnyk on 2026/05/01 17:15

From 3.2 to 4.1

From version 1.1

edited by Isaac Mejia
on 2025/12/15 17:05

Change comment: There is no comment for this version

To version 3.2

edited by David Stadnyk
on 2026/05/01 17:11

Change comment: There is no comment for this version

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  {{include reference="KBArticleHeader.WebHome"/}}
--= Add Staff Member =
++= Add a Staff Member =
--{{info}}KB: MSI Knowledgebase • Category: Configuration • Source: [[https://membersolutions-9221154.hs-sites.com/kb/add-staff-member>>https://membersolutions-9221154.hs-sites.com/kb/add-staff-member]]{{/info}}
++This article walks through the process of adding a new staff member to the system. Creating a staff login automatically sends an email invitation to the new staff member, prompting them to set their password and access their account.
--This guide walks you through the process of adding new staff members to your account. When adding a new staff member, it’s important to ensure they have their own login so they can securely access the system. Creating a staff login automatically sends an email invitation to the new staff member, prompting them to set up their password and access their account.
++----
--=== Step-by-Step Instructions ===
--==== Step 1: Navigate to the Staff Menu ====
++== Navigating to Staff ==
--From the main navigation, go to Staff
++1. Click **Staff** in the left-hand navigation sidebar.
++1. Click **Add New** in the top right of the Staff Search page.
++
--Click on Add New to begin creating a new staff record.
++----
--==== Step 2: Enter Staff Member Details ====
++== Filling in Staff Details ==
--Fill in the required fields, including:
++The **Add Staff** screen contains the following fields:
--First Name and Last Name
++=== Profile Photo ===
--Email Address (ensure this is correct–this is where their login invite will be sent)
++A placeholder profile image is displayed by default. Click **Use Webcam** to take a photo, or **Upload File** to upload an image from your computer.
--* **Phone Number** this field is called **//Primary//** and is required
++=== Staff Information ===
--Add any additional optional details, such as address and date of birth.
++|=Field|=Description
++|**First Name** //(required)//|The staff member's first name.
++|**Last Name** //(required)//|The staff member's last name.
++|**Gender**|The staff member's gender.
++|**Street / City / Country / Province/State / Postal Code/Zip**|The staff member's address.
++|**Primary** //(required)//|The staff member's primary phone number.
++|**Secondary**|An optional secondary phone number.
++|**Email** //(required)//|The staff member's email address. This is where their login invitation will be sent — ensure it is correct before saving.
++|**Reminders**|Set a reminder preference for the staff member.
++|**Date of Birth**|The staff member's date of birth.
++|**Slogan**|A short personal slogan displayed on the staff member's profile.
++|**Bio**|A longer biography displayed on the staff member's profile.
++|**Emergency Contact 1 / 2**|Emergency contact names and phone numbers.
--==== Step 3: Create a Staff Login ====
++=== Additional Fields (left panel) ===
--While still on the staff member’s profile, locate the Login field.
++|=Field|=Description
++|**Staff ID Number**|An optional internal ID number for the staff member.
++|**Since**|The date the staff member joined. Defaults to today's date.
++|**Login**|The staff member's login username. Once saved, the system will automatically send an email invitation to the address on file with a secure link to set their password.
--Once their **Login** field is completed you can click on save.
++----
--The system will automatically send an email invitation to the staff member.
++== Saving ==
--This email includes a secure link for them to set their password and access their account for the first time.
++Click **Save** to create the staff member record. If a **Login** has been entered, the system will display a confirmation message stating: //"A confirmation email has been sent to the email address on file."// The staff member will receive an email with a secure link to set their password and access their account for the first time. A **Resend Confirmation Email** button also appears, which can be used if the staff member did not receive the original invitation.
--==== Step 4: Confirm the Setup ====
--Once the staff member has completed their setup:
++----
--Return to the Staff list to confirm their disabled status shows as **No.**
++== After Saving ==
--If the staff member hasn’t received their invitation email, ask them to:
++Once the staff member has been created:
--Check their spam/junk folder, or
++* Return to the **Staff** list and confirm their **Disabled** status shows as //No//.
++* If the staff member hasn't received their invitation email, ask them to check their spam/junk folder. You can also click the **Resend Confirmation Email** button on their profile to send it again.
--You can send the **Confirmation Email** from their profile page next to the **Save** button
++----
--=== Summary / Best Practices ===
++== Best Practices ==
--Always double-check the email address before creating a login to ensure the invite goes to the correct person.
++* Always double-check the email address before creating a login to ensure the invitation goes to the correct person.
++* Assign appropriate permissions to control what each staff member can access.
++* If a staff member leaves your organisation, remember to disable their login promptly.
--Assign appropriate **Permissions** to control what each staff member can access.
--If a staff member leaves your organization, remember to disable their login
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